Email Delivery Skill
Delivers tax reports, compliance deadline alerts, and organisation invitations via the SendGrid API. Handles template rendering, attachment management, delivery status tracking, and bounce/complaint monitoring.
When to Use
- Sending accountant reports (PDF/Excel attachments) via the send-to-accountant workflow
- Delivering compliance deadline alerts to entity contacts
- Sending organisation invitation emails to team members
- Notifying users of completed forensic analysis results
- Distributing shared report links
- Sending amendment period expiry warnings
SendGrid Configuration
Environment Variables
| Variable | Purpose | Required |
|---|
SENDGRID_API_KEY | API authentication (SG.xxx format) | Yes |
NEXT_PUBLIC_APP_URL | Base URL for links in emails | Yes |
API Endpoint
POST https://api.sendgrid.com/v3/mail/send
Authorization: Bearer $SENDGRID_API_KEY
Content-Type: application/json
Sender Requirements
- Sender email must be verified in SendGrid account
- Use a
noreply@ or reports@ address for automated emails - Include reply-to address for accountant communications
Email Templates
1. Accountant Report Delivery
| Field | Content |
|---|
| Subject | Tax Analysis Report — {Entity Name} — {FY} |
| From | reports@{app-domain} |
| To | Accountant email (from user input) |
| Body | Summary of key findings + link to full dashboard |
| Attachments | PDF report + Excel data export |
| Disclaimer | TASA 2009 disclaimer in email footer |
2. Compliance Alert
| Field | Content |
|---|
| Subject | [{Severity}] Tax Deadline: {Obligation} — Due {Date} |
| From | alerts@{app-domain} |
| To | Entity admin email |
| Body | Deadline details, penalty information, action required |
| CTA | "View in Dashboard" button linking to calendar page |
3. Organisation Invitation
| Field | Content |
|---|
| Subject | You've been invited to {Organisation Name} on ATO Tax Optimizer |
| From | invites@{app-domain} |
| To | Invitee email |
| Body | Invitation details, role description, accept/decline links |
| CTA | "Accept Invitation" button with signed token |
| Expiry | Invitation link expires after 7 days |
4. Analysis Complete Notification
| Field | Content |
|---|
| Subject | Forensic Analysis Complete — {Entity Name} |
| From | notifications@{app-domain} |
| To | User email |
| Body | Summary: X opportunities found, $X estimated value |
| CTA | "View Results" button linking to recommendations page |
Attachment Handling
| Format | Max Size | MIME Type | Use |
|---|
| PDF | 20MB | application/pdf | Tax analysis reports |
| Excel (.xlsx) | 20MB | application/vnd.openxmlformats-officedocument.spreadsheetml.sheet | Transaction data exports |
| CSV | 10MB | text/csv | Raw data exports |
SendGrid limits: 30MB total per email (including encoding overhead).
Attachment Security
- Never attach files containing raw Xero OAuth tokens
- Never include TFN or sensitive personal information in attachments
- PDF reports must include TASA 2009 disclaimer
- Excel exports must include "ESTIMATE ONLY" header row
Delivery Tracking
| Event | Action |
|---|
delivered | Log successful delivery |
bounce | Flag email address, notify user |
dropped | Investigate and notify user |
spam_report | Remove from mailing list immediately |
open | Track engagement (optional) |
click | Track CTA engagement (optional) |
Rate Limits
| SendGrid Plan | Daily Limit | Rate Limit |
|---|
| Free | 100/day | N/A |
| Essentials | 100K/month | N/A |
| Pro | 1.5M/month | N/A |
For this application, expected volume is low (< 50 emails/day). Free tier is sufficient for development.
Output Format
<email_delivery_result>
<message_id>sg_abc123def456</message_id>
<template>accountant_report</template>
<to>accountant@example.com</to>
<subject>Tax Analysis Report — DR Pty Ltd — FY2024-25</subject>
<status>accepted</status>
<sent_at>2026-02-13T10:30:00+11:00</sent_at>
<attachments>
<attachment name="DR-Pty-Ltd-Tax-Analysis-FY2024-25.pdf" size_kb="245" />
<attachment name="DR-Pty-Ltd-Transactions-FY2024-25.xlsx" size_kb="180" />
</attachments>
<includes_disclaimer>true</includes_disclaimer>
</email_delivery_result>
Best Practices
- Always include TASA 2009 disclaimer in email body and attachments
- Never send unsolicited emails — only send to users who opted in or were explicitly invited
- Handle bounces immediately — remove bounced addresses to protect sender reputation
- Use signed URLs for dashboard links — prevents unauthorized access
- Limit attachment size — prefer dashboard links over large attachments
- Log all sends for audit trail (who, when, what, to whom)
- Respect unsubscribe — include unsubscribe link in all non-transactional emails
- Test in sandbox first — SendGrid sandbox mode prevents accidental sends
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